Deputy Town Clerk

**Newhaven Town Council**

**Title: Deputy Town Clerk**

**Salary Grade : LC2 SCP 24-28**

**Salary Scale : £29,174 - £32,798**
- _____________________________________

**Role Purpose & Key Responsibilities**:
The Deputy Town Clerk will be an Officer of the Council and in the absence of the Town Clerk
(Proper Officer) is under a statutory duty to carry out all the functions, and to serve or issue all the notifications required by law of the local authority’s Proper Officer.

The purpose of the Deputy Town Clerk is
- To assist, support and deputise for the Town Clerk in all aspects of the day to day management and operation of council services and resources as delegated by the Town

Clerk, and

Regulations and Standing Orders.

**Key Responsibilities**

The Deputy Town Clerk will be accountable to the Town Clerk and will be the person to undertake the activities and responsibility of the RFO in the absence of the RFO.

The role has the following responsibilities.

Strategic Management.
- Maintain an awareness of any potential issues or opportunities that could affect or benefit the Town Council and advise the Town Clerk accordingly.

Finance and Purchasing

To assist the Town Clerk with oversight and appropriate responsibility for the daily activities of the RFO regarding the financial operation of the Town Council. This includes but is not limited to

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- Assisting in the preparation of estimates and budgets.
- Assisting the Town Clerk and the RFO with continued compliance with the Town Council’s

Financial Regulations.
- Assistance with the preparation of End of Year Accounts and submission for annual audit where required.
- Work alongside the Town Clerk and RFO to maximise income generation within the ethos of the Town Council.
- Assisting in the production of tender documents for contract work, invitation of tenders, acceptance and subsequent issue of contract documents and management of contract disputes.

Human Resources and Health and Safety
- Daily operational management and supervision of those members of staff identified in the organisational structure of the Town Council.
- Responsible for the implementation of Health & Safety Regulations where required, and the development and maintenance of all risk assessments and their annual review for the approval of the Town Clerk.
- Ensure ongoing staff compliance with the councils Staff Handbook, and where necessary assist the Town Clerk in the management of grievance and disciplinary matters in accordance with the Council’s grievance and disciplinary rules.

Marketing and Communication
- Assist the Town Clerk and the Communications & Events Officer in promoting the work of the Town Council and its appointed mayor through newsletters, annual reports, social media, noticeboards, and the Town Council website in accordance with relevant policies.
- Identify any opportunities to improve the reputation of the Town Council and its appointed mayor to the Town Clerk and the Communications & Events Officer.
- Maintain and participate in effective public relations and internal and external communication at all times.

Administrative Responsibilities

To assist the Town Clerk with all Town Council services and functions, including:

- Attendance at Town Council, Committees, Sub-Committee, the Annual Town meetings where required

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- Responsibility for signing off the summons, agendas and reports, and the keeping of minutes and records for meetings of the Town Council and its Committees and Sub

Committees where delegated or required by the Town Clerk,
- Execution of agreements, contracts, proceedings, and other documents that do not require to be under signature of the Mayor, Chairman or Members of the Town Council where delegated or required by the Town Clerk,
- In the absence of the Town Clerk, provision of advice and support to the Mayor,

Chairman of Committees and Members of the Town Council.
- The efficient operation of the Town Council offices, reviewing, developing, and monitoring systems, processes, and procedures, to ensure the smooth running of all administrative and financial functions.

Other Duties

To assist the Town Clerk, and in their absence,
- Maintain constructive working relationships with key stakeholders who live and work in

Newhaven and serve the community.
- Maintain co-operation with other Local Authorities, Local Councils, Local Council organisations, and Government Departments to ensure the effective implementation of strategic policies.
- To attend training courses and conferences as required.

This document outlines the main responsibility and duties of the role to be undertaken by the postholder, it is not a comprehensive and exhaustive list, and these may be varied at time to time by Newhaven Town Council.

The Town Council has an ongoing commitment to the development of its staff. To facilitate this the post holder will be required to pursue a programme of continuous professional development.